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This handout provides detailed instructions on managing purchase orders in SMART system effectively, including selecting buyers, dispatch methods, canceling POs, handling Staples orders, validating contracts, and more. Ensure smooth processing of procurements by following these guidelines.
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Purchase Orders Handout
Purchase Order - Buyer If a Buyer is not selected, Donnita Thomas (Central) will default in the Buyer field. Please ensure you select a Buyer from your Agency (on the requisition and on the PO).
Dispatch Method - Merkur Click the Merkur Delivery Information Link as shown at right Phone and Print options DO NOT work. Add a new destinationEVERY TIMEyou need to dispatch the PO! *** Click the + button to add a new destination.
Cancel PO – Send to Vendor To Cancel a PO and send the cancelled PO document to the Vendor: Click the Merkur Delivery Information link Click the + button to add a new destination Send (dispatch) the cancelled PO document to the vendor for their information A common error with Purchase Orders is that they get ‘stuck’ or not dispatched in SMART because Agencies do not add a new destination to send the cancelled PO to the vendor. If you do not want to dispatch (send) a PO to a vendor, change the Dispatch Method to ‘Phone’. *** Staples’ Change Orders or Canceled POs should be phoned into Staples, then make the adjustments in SMART. Change dispatch method to Phone or Print. You CANNOT add p-card information AFTER a PO has been dispatched.
Use Procurement Card Link • Vendor Accepts P-Cards • Buyer has Proxy to P-Cards The Use Procurement Card link will only show up if these criteria are met.
PO Line Information Attributes - Amount Only checkbox & Physical Nature Contract Validate Correct Contract – SMART will sometimes pull in a contract based on the vendor selected, be sure to validate that it is the correct Contract ID number. Receiving – Default – ‘Receiving is required’. Select ‘Do Not Receive’ for Service PO’s!
Distribution – Distribute By • Line > Schedule > Distribution Distribute by Amount vs. Quantity
Document Status Link Click the Document Status Link to open a new window. The Document Status page contains a list of associated documents and their statuses such as Req’s, contracts, vouchers, payments, and bid event processes.
Document Status – Continued A voucher is NOT a payment in SMART (although it does contains invoice info) Before Payment Payment indicates a payment issued to the Vendor for PO(s) After Payment
Activity Log - Modified Go to: 01 – Activity Log The Activity Log keeps track of most recent changes to a PO. The PO Close process uses the Modified date on the Activity Log. SMART closes transactions that have not been modified for a period of 90 days.
PO Accounting Entries • Purchasing > Purchase Orders > Review PO Information > PO Accounting Entries
PO Accounting Ln Lookup View encumbrances vs. Reversals (Payments, p-cards etc). Notice that a Payment does not affect PO Accounting Entries